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Parks and Recreation - 10/03/2022APPROVED MINUTES PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MONDAY, OCTOBER 3, 2022 7:00 P.M. COMMUNITY CENTER 13700 Valley View Road, Cambria Room COMMISSION MEMBERS: Patrice Erickson, Chair; Cecilia Cervantes, Vice Chair; Saratbabu Atluru, Deepa Bhujle, Pedro Curry, Tom Poul, Shanti Shah, Keith Tschohl, Ashley Young STUDENT REPRESENTATIVES: Pranay Dhiman, Patrick Landwehr, Khoi Nguyen, Marissa Peterson, Dain Volz, Ellie Watanabe, Emilija Zarin. CITY STAFF: Jay Lotthammer, Parks and Recreation Director Lori Brink, Recreation Manager Matt Bourne, Parks and Natural Resources Manager Valerie Verley, Community Center Manager Josh Rockey, Senior Center Rentals Nate Storey, EPCC and Park Rentals RECORDING SECRETARY: Jodie Fenske Vice Chair Cervantes called the meeting to order at 7:04 p.m. Chair Erickson and Commission Members Curry and Young were absent. Student Representative Pranay Dhiman was absent. I. APPROVAL OF AGENDA Motion: Poul moved, seconded by Tschohl, to approve the agenda as presented. Motion carried 6-0. II. APPROVAL OF PRNR MINUTES Motion: Shah moved, seconded by Tschohl, to approve the September 12, 2022 PRNR Commission minutes as presented. Motion carried 6-0. III. REPORT OF CITY COUNCIL ACTION Lotthammer reported on several actions recently taken by the City Council. A. FLYING RED HORSE SIGN AGREEMENT Council authorized entering into a Professional Services Agreement with WSB for design and construction documents for the Flying Red Horse monument. For the PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES October 3, 2022 Page 2 benefit of new Commission members, Lotthammer provided a background of how the City gained possession of the sign. WSB will provide a site plan and mounting design plans to ensure everything is structurally sound. Lotthammer expects the sign to be in place by fall 2023 and the plaza area completed by spring 2024. Cervantes inquired and Lotthammer responded the plaza base will have a block look and The Flying Red Horse sign will be illuminated with LED lighting. Seating and interpretive signs will be available in the plaza, and there will be an inscription of “Towne Center Plaza.” B. MILLER PARK LIGHTING INSTALLATION Council accepted quotes and approved the Standard Agreement for contracted services with Killmer Electric Company, Inc. for the installation of lighting equipment as part of Phase 2 of the Miller Park Lighting Project. C. SIDEWALK REPAIR Council awarded a contract to Aurora Asphalt & Concrete for the City’s 2022 sidewalk hazard repair, consisting of eighty-eight hazardous sidewalk panels and one driveway apron. Tschohl inquired and Bourne responded replacements are determined by a physical survey of paved trails in odd years and sidewalks in even years. Any trails or sidewalks near or below the threshold are replaced. D. STARING LAKE PARK RETAINING WALL STAINING Council awarded a contract to Odessa II for the following work at Staring Lake Park: to clean and re-stain the amphitheater seat walls and to clean, stain, and apply anti-graffiti coating on the new big-block retaining wall at the lower parking lot. IV. REPORT OF PLANNING COMMISSION V. PETITIONS, REQUESTS, AND COMMUNICATION VI. NEW BUSINESS A. FACILITY RENTALS Verley introduced Senior Center Recreation Specialist Josh Rockey who has been employed by the City for over eight years and Community Center Recreation Specialist Nate Storey who has been with the City for just over one year. Rockey previously managed rentals at the Community Center and park facilities, but now manages rentals at the Senior Center as he is one of two primary employees there. Storey now manages rentals at the Community Center and park facilities. Rockey PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES October 3, 2022 Page 3 and Storey presented information to the Commission on facility rentals throughout the City. Storey described some of the many park facility rentals which include 5K walk/run events, religious groups gatherings, Red Cross blood drives, and City events such as the 4th of July Hometown Celebration. Customer Relations Lead staff and park attendants assist with facility set up, parking, registration, and sound equipment set up, amongst other duties. Recent updated technology includes badge readers installed in the Staring Lake Park building and the Homeward Hills Barn. The same technology will be installed at the Riley-Jacques Barn in the near future. The reservation system is now serviced entirely online which has made the facility rental procedure much more efficient. Customers are still able to speak to staff and reserve a space in person if necessary. Storey presented park facility rental data illustrating the number of rentals and rental revenue for the different park facilities. The Riley Lake Pavilion has historically been the most popular rental facility and has been rented seventy-three times already in 2022. The Riley-Jacques Barn is a popular rental facility for weddings, graduation parties, summer camps, art camps, and theater shows. The Barn has different rental rates and availability compared to other park rentals. It is available only during the months of May through October for an hourly rate of $90 with a four-hour minimum. It is the costliest of the park rental facilities, but very affordable compared to other wedding venues. The Barn generated rental revenue over $15,000 in 2022. An open house is made available every April for interested parties to tour, take measurements, and view the parking situation. Storey continued his portion of the presentation by discussing rentable rooms available at the Community Center: the Cambria Room, the Lounge Room, Rooms 110 and 112 in the aquatic center, and Rooms 201, 202, 203, and 204 upstairs on the fitness floor. The Cambria Room had a newly integrated audio/visual system installed recently. Large events held at the Community Center include the AM Rotary’s Eco Expo, the Noon Rotary’s Pongfest, National Charity League gatherings, and the Eden Prairie Bahai’s Conference. Storey concluded his portion of the presentation by commending the facility staff and the cleaning crew for their assistance with the rentals. Rockey provided information to the Commission about facility rental opportunities at the Senior Center which include the Community Room/kitchen on the lower level, classrooms, the Fireside Lounge, and the woodshop. The Community Room, with a capacity of 90-100 people, is the most popular rental area at the Senior Center. Fees charged are different based on if the user group is an Eden Prairie non-profit, an Eden Prairie business or resident, or a non-resident or non-Eden Prairie based group. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES October 3, 2022 Page 4 Amenities include a full kitchen in the Community room, built-in and portable audio-visual equipment and screens, and coffee/water service. The Pioneer Park playground and gardens are adjacent to the Senior Center. Ample parking and dedicated part-time staff are available. Alcohol is allowed to be brought in and served. The Senior Center has generated rental income of over $9,800 so far in 2022. User groups include insurance companies and others providing information sessions to seniors, family gatherings, religious groups, adaptive outings, and Eden Prairie Player rehearsals. No public use for private gain is allowed on City property. There is a need to balance rental group availability with City programs, including drug take-back day and the annual drive-up shredding event each May. Marketing efforts for the Senior Center rental facilities include the City’s website, the Senior Center quarterly newsletter, tours, referrals from Storey at the Community Center, word of mouth referrals, and recurring rental users. Rockey concluded the presentation by inviting the group to ask questions. B. FEES AND CHARGES Lotthammer presented handouts illustrating current fees and proposed changes for many Parks and Recreation related areas, including the Community Center equipment rentals, group rental rates, advertising fees, open activities, and play care; Community Center membership fees and charges; Community Center rental fees and charges; organized athletics fees; Senior Center, Art Center, and Outdoor Center rental fees and charges; Community Gardens plot fees; administrative fees for weed/tree ordinance violations; cemetery fees and charges; and park facilities rentals. Community Center Manager Verley, Recreation Manager Brink, and Parks and Natural Resources Manager Bourne provided more specific information for each of their respective areas. Verley explained how Community Center membership fees are categorized by resident and non-resident rates. Ninety-four to ninety-seven percent of the fees are resident based. She described how membership rates were slashed drastically during COVID and have been increased in 2022 and will again increase in 2023. The ten percent increase in 2022 and 2023 seems large but the rates are actually not as high as they would be had the historic three percent increases taken place without the rate cuts during COVID. Tschohl inquired and Verley responded fees are structured based on market research performed by City staff. Unlike most other community centers in the metro, the Eden Prairie Community Center has three rinks, three pools, a gym, and fitness center all under one roof. Other considerations include the amenities provided compared to neighboring communities and the fact there is no YMCA in Eden Prairie. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES October 3, 2022 Page 5 Brink provided specific information on Senior Center rentals rates which have not yet been updated considering renovations recently made to the building. Bourne added information regarding fees for tall grass/weed and tree ordinance violations and cemetery fees. Brink added the fees are set for two years at a time and require Council approval every year as part of the budget approval process. Lotthammer stated driving factors include rising energy costs which will likely stay high and staff costs which have experienced increased hourly rates. Commission Member Bhujle inquired and Lotthammer responded energy savings efforts include all City buildings now have solar panels on roof tops or onsite and the conversion to LED lighting at City ballfields. VII. OLD BUSINESS VIII. REPORTS OF COMMISSION AND STAFF A. PARKS AND RECREATION EXPERIENCES Staff and Commission members shared recent experiences with City parks and recreation programs. Vice Chair Cervantes was at the Arts in the Park event and stated it was well attended, provided a great energy, and offered great vendors. Bhujle stated she appreciates the great pickleball courts in the City. Student Representative Patrick Landwehr stated the high school’s disc golf club started with good attendance this week at Staring Lake Park and the club’s director was impressed with the course. Landwehr inquired if the soccer field at Pheasant Woods Park could be lined. Bourne responded typically only fields used for games by sports associations are lined due to staff availability and labor costs. Student Representative Marissa Peterson stated she has attended graduation parties at different City parks. Student Representative Khoi Nguyen added he preferred the open layout of Riley Lake Park better before the recent improvements. B. RECREATION SERVICES MANAGER C. COMMUNITY CENTER MANAGER D. PARKS AND NATURAL RESOURCES MANAGER PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES October 3, 2022 Page 6 1. Round Lake Park Building. Parks and Natural Resources Manager Bourne provided the Commission with an update on the proposed Round Lake Park building. The current building was built in 1982. Due to its current age and condition, it has primarily served as a warming house in recent years. It is not used as a rental facility due to its design and condition. A key concept learned from the Staring Lake Park building is to include a large community room/rentable space in addition to the warming area near the ice rinks. Goals of the design of the building are to take advantage of the lake view and natural light. Users of the splash pad and beach area will be able to access changing rooms/restrooms from the outside. A gas fireplace will be located inside the building. Bourne displayed proposed renderings and floor plans of the new building which has several sustainability options, including solar, green roof, high efficiency heating and cooling, and stormwater improvements. In addition to wood, proposed building materials include metal, fiber cement, glass, and structural glulam. The renderings showed laser cut metal framed windows, glass floor-to-ceiling sectional doors, aluminum doors and windows, fiber cement and metal wall panels, a timber frame pergola, sealed concrete and rubber flooring, and a standing seam metal roof. Bourne shared the estimated cost of the building to be $2.5 million, of which $1.2 million will come from the Capital Reinvestment Fund and $1.3 million will come from the Park Improvement Fund. After review by the PRNR Commission tonight, Bourne will present a similar proposal to the City Council on October 4 at the Council Workshop. Bid opening is expected by October 25 and bids are expected to be reviewed with the PRNR Commission at its November 7 meeting. Bourne expects the Council to review the bids and consider awarding a contract at its November 15 Council meeting. It is estimated construction would then begin around March 1 and continue throughout the summer of 2023. Substantial completion and ability to occupy is estimated for September 15 and final completion in October 2023. Student Representative Marissa Peterson inquired and Bourne responded the parking lot and sidewalks will not change much even though the building’s footprint will be larger than the current building. She also inquired about sustainability options, to which Bourne responded there will be solar panels on the roof, as well as a portion of the roof which will be a green flat roof. In addition, high efficiency heating and cooling systems will be installed including heat pumps and geothermal field. Stormwater improvements include rain gardens and infiltration. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES October 3, 2022 Page 7 Tschohl inquired and Bourne responded the lifespan of the new building is expected to be between thirty and forty years. Maintenance costs are expected to be less considering efficient equipment and durable products being installed. Brink interjected the building will have remote controlled doors and timers, so staff does not need to be physically onsite to limit access to areas not rented or needed to be accessed. Bhujle inquired and Brink responded staff toured similar buildings recently built-in other cities prior to construction of the Staring Lake Park building. 2. Miller Park Indoor Court Facility. Lotthammer presented information on the current status of the proposed Miller Park indoor court facility. He will make a similar presentation to the City Council on October 4. He began his presentation with statistics regarding the continued growth of pickleball and tennis. Although the rise of pickleball is tremendous, almost five times as many people played tennis this past year. The City’s youth tennis lessons and programs are at record numbers. One in three pickleball players also played tennis this past year, and pickleball use has been increasing steadily since 2012. A floor plan of the proposed indoor court facility illustrated a centralized lobby and reception area, dual ramped access to sunken courts, six pickleball and two tennis courts, changing/locker rooms, and a viewing area. Lotthammer mentioned several considerations and benefits with proceeding with the indoor facility. The current outdoor area needs full replacement at an estimated cost of $250,000. A climate-controlled building lengthens the life of the courts and increases the amount of use. There is more than adequate parking available. Pickleball continues to grow amongst younger demographics and as he stated earlier, tennis and other racquet sports are also growing. An indoor court facility is in alignment with the Parks and Recreation Strategic Plan by providing access for all, affordable opportunities, ability to control climate, sustainable infrastructure, long- term investments, and health and wellness opportunities. It would be another opportunity afforded and affordable for all, similar to the Lake Riley Park improvements, the aquatics addition, etc. Another facility would free up the gym and basketball courts at the Community Center. In addition to pickleball and tennis, the facility would provide opportunities for badminton, multicultural and family events, and lifelong health and wellness. The current area at Miller Park where the proposed building is being considered now consists of two tennis courts and a basketball court. There PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES October 3, 2022 Page 8 are also remnants of a plaza and a large parking lot. Staff has recently toured and met with staff at the University of Minnesota and the Williston Fitness Center in Minnetonka which both have had recent improvements to a similar indoor facility. This research, along with additional concept plans, design plans, and cost estimates, have resulted in the realization that the project may be cost prohibitive at this time. The large cost estimate is due to the size of the project and the current construction climate. Staff has made the difficult decision to hold off on moving forward with the indoor facility at this time. Lotthammer concluded his presentation by stating next steps will include continuing to refine the design and engaging a construction management firm to assist with cost estimates and constructability. In the meantime, the Miller Park outdoor courts will be resurfaced and lined as four pickleball courts and one tennis court, as the viability of an indoor facility is determined. If deemed not affordable and/or viable, a good option will be to mirror the Staring Lake Park outdoor pickleball/tennis court structure. Tschohl inquired and Lotthammer responded the indoor court estimates were expected to be around $4 million but came in closer to $10 million mostly due to supply chain issues and current construction climate. E. PARKS AND RECREATION DIRECTOR 1. Work Plan. Lotthammer provided an updated 2022 work plan for the remainder of the year and encouraged Commission members to contact him with any additional topics they would like to learn about or discuss. The November meeting will include updates on EPCC memberships, the Eden Prairie Players, the Community Band, and the new Round Lake Park building. IX. NEXT MEETING The next PRNR Commission meeting will be held on Monday, November 7, at 7:00 p.m., in the Heritage Rooms at City Center. X. ADJOURNMENT Motion: Tschohl moved, seconded by Shah, to adjourn the meeting. Motion carried 6-0. Chair Erickson adjourned the meeting at 9:06 p.m.